Guide to EndNote X7

INTRODUCTION...... 2

What is EndNote?...... 2

How do I get the software?...... 2

Compatibility...... 2

Further Assistance...... 2

THE ENDNOTE LIBRARY...... 3

Creating a New Library...... 3

The Library Window...... 4

The Groups Panel...... 5

Opening, Closing, and Deleting Libraries...... 7

ENTERING AND EDITING REFERENCES...... 8

Choosing a Reference Type...... 8

Entering and Editing References...... 8

Linking References to Websites and Files...... 11

The Preview Pane...... 11

Choosing the Current Style...... 13

Searching an EndNoteLibrary...... 13

IMPORTING REFERENCE DATA INTO ENDNOTE...... 14

Direct Exporting...... 14

Filter Files...... 20

Connection Files...... 21

FIND FULL TEXT...... 23

USING ENDNOTE WITH MICROSOFT WORD...... 24

Finding and Inserting Citations...... 24

Edit a Citation...... 24

Deleting Citations...... 25

Citing References in Footnotes and EndNotes...... 25

GENERATING BIBLIOGRAPHIES...... 26

Formatting the Bibliography...... 26

Changing Bibliography Settings...... 26

Creating an Independent Bibliography...... 27

Creating Annotated Bibliographies...... 27

ENDNOTE WEB...... 27

Ver 2 1 UWS Library

Introduction

What is EndNote?

Your EndNote library is a database containing references. These references can be searched, edited and integrated into a Word document.

How do I get the software?

You can download a copy of the software from the library homepage:

  • From Resourcesselect Downloads.
  • Select the Loginlinkand enter in your MyUWSAccount details

Installation instructions can be found on the Library FAQpage.

Compatibility

EndNote X7 (Windows)
System requirements
Windows XP SP3, Vista (32-/64-bit), Windows 7 (32-/64-bit) & Windows 8 (3-/64-bit).
More information can be found: here
Word processor compatibility:
Microsoft Word version 2007, 2010 and 2013.
/ EndNote X7 (Mac)
System requirements
Mac OS X 10.6 and later.
More information can be found: here
Word processor compatibility:
Microsoft Word for Mac versions 2008 and 2011

Further Assistance:

A full copy of the EndNote user guide is available through the help menus in the EndNote program.

  • UWS EndNote Support
  • UWS EndNoteFAQs
  • Official EndNote Site
  • EndNote Discussion Forums
  • Information Central

The EndNote Library

Creating a New Library

  • From EndNote’s File menu, choose New.
  • Enter a name and a location for your new library. Click Save
  • A new library will appear as an empty EndNote library, showing “0 out of 0 references.”

Saving a Copy of a Library

Saving a copy of your library is useful if you want to take it with you to access on another computer.

To create a copy of your library:

  • With a library open, choose Save a Copy from the File menu.
  • Enter a name and location for your new file
  • Click Save

The new library does not open. It is simply saved to disk. EndNote leaves your original library open as it was before the command was chosen.

Make a note of where you saved your library.

Note: the Save a Copy command also creates a [library name].DATA folder for the new library and copies all necessary files and figures to it.

Back Up Your Libraries

You can use the Save a Copy command to save a copy of your library for safe keeping.

The Library Window

When you first open a library, you will see three different panes:

  • My Library pane:Displays subsets of references from your library such as custom groups,etc.
  • Reference list pane:Displays individual references on a single line.
  • Preview/Search/Quick Editpane:Includes tabs to easily access common tasks.

Note: Click on the Layout icon at the bottom right of the window to change the layout.

Navigating the Reference List

There are a number of ways to browse through your references:

  • You can quickly sort the references by clicking on a column heading. For example, click Year to sort by year.
  • Typing a letter selects the first matching reference.
  • The HOME and END keys go to the first or last reference respectively.

The Groups Panel

  • There are severaltypes of groups -Permanent, Temporary,and User Created.Deleting a reference from a User Created group does not delete it from the library.
  • Deleting a reference from a library also deletes it from all groups in that library.

Permanent groups include:

  • All References:Displays all of the references in the current library.
  • Unfiled: Contains any references in your library that have not been allocated to a group.
  • Trash:Contains the references you have removed from the library by highlighting references and selecting Move References to Trash. While the references are no longer in your library, they are not completely deleted until you go to the Groups menu and select Empty Trash.

Temporary groups include:

  • Copied References: Using the copy and paste commands to transfer references.
  • Duplicate References:Displays the results of duplicate detection in your library. You can run duplicate detection from the References menu and choosing Find Duplicates.
  • Imported References:Displays the last set of references imported into the library with the File>Import command, or through direct export from a database.
  • Search Results:Displays the most recent search results.
  • Several other Full Text groups.

Note: Temporary groups are deleted when a library is closed. Also, these temporary groups may be replaced as you use commands in EndNote.

User Created groups include:

Custom Groups

Custom Groups make it easy to break a large library into subsets for later viewing. A group points to a subset of references that already exist in the library. Custom Groups have a folder icon.

  • From the Groups menu choose Create Group. Give your group a name and press Enter.Alternatively, right-click on My Groups in the My Library pane and choose Create Group.
  • There are several ways to add records to a group; highlight the record(s) then use the drag & dropmethod to move the reference(s) to the appropriate group, or from the Group menu choose Add References Toand select the relevant group.

Smart Groups

Smart Groups have an inbuilt search query and can dynamically update as you add and edit references in the library.Smart Groups have a light bulb icon.

  • From the Groups menu, select Create Smart Group. At the search dialog enter a name for the group, a search strategy, and selectCreate.

Combination Groups

CombinationGroups use combination groups to better organise your EndNote references. Combine groups and use AND, OR, and NOT to create new, useful smart groups. Save references in groups and then save sets of groups in group sets.

  • From the Groups menu, select Create From Groups…. At the search dialog enter a name for the group, a search strategy, and select Create.

Online Search groups allow you to easily initiate a search of a favourite online database and quickly view the latest download.

  • To save a search as a Smart Group: In the Search window, conduct your search. Click on the Options menu and select Convert to Smart Group.

Find Full Text groups are temporary, and appear only when you use the Find Full Text command.

Group Sets

This function allows you to create several groups, within one larger group. Group Sets can contain Custom Groups, Smart Groups, and Combination Groups.

  • From the Groups menu, select Create Group Set. Name your Group Set. Alternatively right-click on My Groups in the My Library pane and choose Create Group Set. You can then drag and drop groups into it.

Opening, Closing, and Deleting Libraries

Opening a Library

  • Choose Open from EndNote’s File menu and select Open Library.
  • Locate your library and click Open.

Closing a Library

  • Choose Close Library from the File menu.

Note: EndNote automatically saves your Custom Groups and style preferences. If you make changes and then close an individual reference, or if you try to close the library without saving a reference, you will be prompted to save.Closing a library does not quit the EndNote program.

Recovering a Damaged Library

If an EndNote library gets damaged, you may get an error message when trying to open it or work with the references.

  • Close the library if it is currently open.
  • From the Tools menu, choose Recover Library…. Read the information about the Recover Library command, and click OK.
  • Select the library that needs to be repaired, and click Open.
  • EndNote creates a copy of the library with the suffix “-Saved” added to the name.

Note: The best way to protect yourself from damaged files is to regularly backup your library.

Working on Different Computers

If you are working on a single paper and moving between different computers, it is best to keep a copy of your reference library with your paper. That way you will always access the same library when inserting citations. See page three for information on saving a copy of your library.

Entering and Editing References

Important points about references

  • Each EndNote reference stores the information required to cite it in a bibliography. Keywords, notes, abstracts, URLs and other information can also be stored in a reference.
  • Each reference added to a library is automatically assigned a record number that never changes. EndNote uses these numbers to format papers.
  • There is no limit to the number of references you can create in an EndNotelibrary.
  • Any changes made to individual references should be saved before closing the program.

The Reference Window

The Reference window displays the contents of the reference. Each part of the reference is stored in its own field and the type of reference is displayed below the title bar.

Creating a New Reference

From the References menu, choose New Reference (CTRL+N). This opens an empty Reference window:

  • Select a reference type from the Reference Type list at the top of the window. The default type is Journal article, however this can be changed in the Edit menu under Preferences>Reference Types.
  • Enter the bibliographic data into each of the fields in the reference.
  • Close the reference to save it and add it to the library.

Choosing a Reference Type

You should select the Reference Type before entering information in the reference. You can change the Reference Type at any time and the information that you have entered is retained and transferred to a corresponding field.

Entering and Editing References

  • Bibliographic information (as well as keywords, notes, and other relevant information) is entered into separate fields in each EndNote reference.
  • Special bibliographic formatting and punctuation should not be included when you enter reference data into EndNote. Enter only the raw data, EndNote will automatically format the data for you. The exception to this is that all titles should be appropriately capitalised according to style, as should proper nouns.

Authors

It is important to enter the Author names in the correct format, as this will affect your bibliographies/reference list. The comma between the last and first name is essential.

  • “First Middle Last” e.g. “Maggie Jane Smith”
  • “Last, First Middle” e.g. “Smith, Maggie Jane” (note comma after last name)
  • To enter more than one author, press the Enter key after the first entry.
  • Author names must appear on separate lines.

Using “et al.” or Similar Abbreviations

Enter all author names for a particular reference. EndNote will truncate the list of authors with “et al.” or “and others” as required by the bibliographic style. If you do not know all of the authors’ names, then the last author should be “et al.” or “and others” followed by a comma.

Anonymous Works

If the reference has no author, leave the author field blank. The style used to format the bibliography determines how anonymous references are treated.

Corporate Authors

When entering Corporate Authors put a comma after the name. Ensure that commas do not appear within the name, as all text before the comma is interpreted as a last name:

For example:

  • Department of Foreign Affairs,
  • Apple Computer Inc.,
  • Australian Department of Education Science and Training,
  • Australian Government,

Complex Author Names

For multiple-word last names, like Charles de Gaulle, enter the name with the last name first, such as:

de Gaulle, Charles.

Entering a name this way ensures that both words “de” and “Gaulle” will format as the last name.

Enter authors with titles, such as “Jr.” or “III”, as Last, First, Title.

For example, “Alfred Smith Jr.” must be entered as:

Smith, Alfred, Jr.

The text after the second comma will print exactly as entered.

Other Fields

  • Year: Enter the four numbers of the year of publicatione.g. 2002. When appropriate, you may enter in press or in preparation, or some other notation such as n.d if the date of publication is not clear.
  • Title: Enter titles without punctuation. Do not press the ‘enter’ key while typing titles into EndNote. It is best to capitalise the title in the same way you would like it to be capitalised in the bibliography.
  • Pages: Can be entered as complete (1442-1449) or abbreviated (1442-9).
  • Edition: Enter edition as it should appear in the bibliography, e.g. 1st, 2nd. There is no need to add ed or edition.
  • Reprint Edition: Use the Reprint Edition field for references that were originally published under a different title. The field should include the original title and year to indicate that this reference is a reprint of an earlier publication. Enter this information exactly as you would want it to appear in your formatted reference (including text styles and punctuation).
  • City: If using APA you will need to add the U.S City and two letter state abbreviation, or for cities outside the U.S, add City and Country in this field e.g. Boston, MA or London, England.

See also the UWS citation styles guides for further information on referencing and citation.

Linking References to Websites and Files

To link a URL to a reference in your EndNote library:

  • Double click on a reference to open that reference.
  • Type or paste a valid URL into the URL field.
  • The URL becomes a hyperlink (blue and underlined).

To link a file to the File Attachments field in a reference:

  • Double click on a reference to open that reference.
  • From the References menu, choose File AttachmentsAttach File.
  • Locate and select a file to link to the reference.
  • Note the check box along the bottom titled, "Copy this file to the default file attachments folder and create a relative link." This gives you the option to either:
  • Select the check box to copy the original file and place the copy in the DATA\PDF folder that is part of your EndNote library, or
  • Deselect the check box to always have EndNote look in the original folder for the inserted file.
  • Click Open.

EndNote will display an icon indicating the type of file inserted.

The Preview Pane

  • Clicking onShow Tab Pan/Hide Tab Paneat the bottom right of the Library window will hide or display the Preview/Search/Quick Edit pane.
  • The selected references are formatted using the selected bibliographic style. This will also show you how the reference(s) will be displayed in the bibliography.

Opening and editing a reference

  • Double click on the reference that you wish to edit. A window will appear containing the full citation details of the selected reference. Click in the desired field to edit.
  • Type and delete information as required and close the window to save the changes.

Deleting References

  • Select (highlight) those references you want to delete.
  • One of the following actions moves the selected references to the Trash group:
  • Drag the selected references and drop them on the Trash group.
  • From the References menu, choose Move References toTrash (CTRL+D).
  • From the Edit menu, choose Cut (CTRL+X), which also stores the references temporarily on the Clipboard.
  • When you are absolutely certain that you want to delete the references in the Trash, go to the References menu and choose Empty Trash.

Choosing the Current Style

References in your EndNote Library can be formatted in various bibliographic styles. The style dictates what the in-text citations and bibliographies are to look like. Consult with your supervisor or school on the preferred style to use for your research projects.

Note: Harvard UWS Style

Endnote comes with a range of styles used by UWS Schools except the Harvard UWS style. Please check with your school if you are uncertain which style to use. You can download the Harvard UWS style from the Endnote pages on the Library website. Save the file to C:\Users\[MyUWS_ID]\Documents\

EndNote\Styles. Once downloaded it will be available for use in Endnote and Word.

Choosing your style in Endnote

  • On the main toolbar, use the Output Styles list to select a new style.
  • Select Another Style… to view all the available Style Files, e.g. APA.
  • At the Choose a Style display, scroll to locate and highlight the relevant style.
  • Select the Choose button to confirm section.